Administrative Coordinator-Department of Psychiatry

Administrative Coordinator

The Administrative Coordinator is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division. This individual is expected to oversee 1-2 administrative direct reports, and typically reports to a division head, vice president or higher-level executive.

Responsibilities

1. Daily Operations Oversight

• Oversee and coordinate daily administrative activities to ensure smooth clinic operations
• Monitor scheduling of new patient appointments and follow-up visits
• Ensure patient flow is efficient and aligned with provider schedules
• Address and resolve scheduling conflicts or operational issues in real time

2. Insurance Verification & Patient Registration

• Review insurance verification processes for new and returning patients
• Monitor accurate entry of patient demographics and insurance information
• Ensure compliance with payer guidelines and internal billing protocols

3. Supervision of Administrative Staff

• Supervise front desk, scheduling, and administrative support staff
• Assign daily tasks and ensure appropriate workload distribution
• Monitor performance and provide ongoing coaching and feedback
• Conduct performance evaluations in collaboration with management
• Address employee concerns and escalate issues when appropriate

4. Billing Oversight

• Oversees front-end billing processes to ensure accurate insurance plan selection and billing setup
• Reviews billing reports to identify errors, denials, and trends
• Coordinates with the billing department or external billing vendor to resolve discrepancies
• Monitors copay, deductible, and balance collection at the time of service
• Monitors accounts receivable reports and supports efforts to reduce aging balances
• Supports denial management and corrective action processes
• Responds to patient and third-party inquiries; researches and resolves simple to moderately complex billing issues, correcting errors and escalating complex issues to a supervisor
• Reviews and clears claim edits daily; resolves pre- and post-billing edits and resubmits claims for adjudication
• Performs billing functions including claim follow-up, payment posting support, and resolution of billing discrepancies; may process refunds for supervisory approval
• Performs other assigned duties as required

5. Staffing & Coverage Management

• Monitor daily staff attendance, callouts, and time-off requests
• Coordinate staff coverage to ensure uninterrupted operations
• Adjust schedules as needed to maintain adequate front-office support
• Maintain and update staff schedules

6. Meetings & Communication

• Participate in departmental and administrative meetings
• Provide updates on front-end metrics, staffing concerns, and workflow improvements
• Communicate policy updates and procedural changes to staff
• Serve as liaison between providers, clinical staff, and administrative team

7. Training & Orientation

• Coordinate onboarding and orientation of new administrative staff
• Train staff on scheduling systems, insurance verification processes, and office protocols
• Develop and maintain training materials and reference guides
• Ensure cross-training for operational continuity

8. Quality & Compliance

• Monitor adherence to HIPAA and organizational policies
• Review front-end processes to ensure accuracy and compliance
• Identify workflow inefficiencies and implement process improvements
• Track key performance indicators (KPIs) such as appointment fill rates, no-shows, and call response times

9. Customer Service & Issue Resolution

• Handle escalated patient concerns and complaints
• Ensure high standards of customer service are maintained
• Support patient satisfaction initiatives

10. Reporting & Documentation

• Generate and review daily, weekly, and monthly EPIC operational reports
• Maintain accurate documentation of staffing, scheduling, and training activities
• Assist leadership with data collection and performance tracking

Qualifications

• Bachelor's degree in business or public administration or related field, Masters preferred
• 5+ years' experience in an administrative or management capacity, with preferred experience in the oversight of multiple areas or department and revenue cycle

Compensation Statement

The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,482.07 - $74,250.00 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

Required Skills

• MS Excel
• MS Word
• Outlook

About Us

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report's "Best Children's Hospitals" ranks Mount Sinai Kravis Children's Hospital among the country's best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek's "The World's Best Smart Hospitals" ranks The Mount Sinai Hospital as No. 1 in New York and in the top five